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Virtual Assistant Service Terms and Conditions

Our Terms & Conditions

​By agreeing to these Terms and Conditions (Terms of Business) and signing up as a client, you agree to be legally bound by them, including those incorporated by reference.

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Please read these terms carefully. If you do not accept the Terms and Conditions stated here without modification, you may not use our services.

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QPA Virtual Assistants Ltd (The Company), may revise these Terms and Conditions at any time by updating this page. You should visit this page periodically to review them because they are binding on you.

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In these Terms and Conditions, "QPA Virtual Assistants Ltd”, and all services related to it, including text, images, photographs, user interface, "look" and "feel", data and other content included in it from time-to-time (including, without limitation, the selection, coordination, and arrangement of such content) are referred to as the "Website", "Service/s" and/or “Owner”.

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In these Terms and Conditions, any mention of “we,” “us,” “our,” or “owner” refers to the QPA Virtual Assistants Ltd. When we refer to "in writing", this includes e-mail.
 

Index
 

1. Information About Us

2. The Agreement

3. Our Services

4. Tasklists

5. Fees

6. Cancellation and amendment 

7. Payment

8. Subcontracting and assignment 

9. Termination

10. Intellectual property

11. Liability and indemnity

12. Data Protection

13. Circumstances beyond a party's control

14. Communications

15. No waiver 

16. Severance

1. Information About Us

1.1 Company Information. QPA Virtual Assistants Ltd (Registered in England - Company Number 12920855)

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1.2 Registered Office Address. 7 Bell Yard, London, WC2A 2JR

 

1.3 Our Website: qpas.co.uk

2. The Agreement

2.1 These Terms and Conditions apply to the provision of the services detailed in our quotation (Services) by QPA Virtual Assistants LTD of 7 Bell Yard, London, WC2A 2JR (we or us or Service Provider) to the person buying the services (you or Customer).

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2.2 We take full responsibility for securely accessing your email and social media accounts which is done carefully. You can also read and understand the advised regulations of sharing your passwords with us from your provider's email account providers and social media account providers.
 

2.3 You acknowledge that you have not relied on any statement, promise or representation made or given by or on our behalf. These Conditions apply to the Contract to the exclusion of any other terms that you try to impose or incorporate, or which are implied by trade, custom, practice or course of dealing. Interpretation

 

2.4 A "business day" means any day other than a Saturday, Sunday or bank holiday in England and Wales.

 

2.5 The headings in these Terms and Conditions are for convenience only and do not affect their interpretation. 

 

2.6 Words imparting the singular number shall include the plural and vice-versa.

3. Our Services

3.1 We warrant that we will use reasonable care and skill in our performance of the Services which will comply with the quotation, including any specification in all material respects. We can make any changes to the Services which are necessary to comply with any applicable law or safety requirement, and we will notify you if this is necessary. 

 

3.2 We will use our reasonable endeavours to complete the performance of the Services within the time agreed or as set out in the quotation; however, time shall not be of the essence in the performance of our obligations. 

 

3.3 All of these Terms and Conditions apply to the supply of any goods as well as Services unless we specify otherwise. Your obligations 

 

3.4 You must obtain any permissions, consents, licenses or otherwise that we need and must give us access to any and all relevant information, materials, properties and any other matters which we need to provide the Services. 

 

3.5 If you do not comply with clause 10, we can terminate the Services. 

 

3.6 We are not liable for any delay or failure to provide the Services if this is caused by your failure to comply with the provisions of this section (Your obligations).

4. Tasklists

4.1 Service Provider is responsible for accurately recording all time spent on the Customer's work using the Tasklist.

 

4.2 Time entries should reflect actual working hours and tasks performed during the specified time period.

 

4.3 The Service Provider reserves the right to work over the booked hours and bill the client at the end of the calendar month.

 

4.4 In case of any discrepancies or concerns, the Customer and Service Provider agree to promptly communicate and resolve the issues within the same week of the Tasklist being submitted to the Customer

 

4.5 If the total time spent at the end of the month is 15 minutes worked or more it will be rounded up to the next hour.

5. Fees

All fees for services rendered under this contract are outlined in the accompanying Fee Schedule document, which is maintained and updated regularly. The Fee Schedule lists the current fees applicable to each specific service provided. QPA Virtual Assistants reserves the right to amend the Fee Schedule to reflect changes in costs or service offerings. Any updates to the Fee Schedule will be communicated to the Client promptly. It is the responsibility of the Client to review the updated Fee Schedule to stay informed about any changes. The most current version of the Fee Schedule will always be available upon request or through the QPA Virtual Assistants website, https://www.qpas.co.uk/about-us.

 

1 hour per month is required to be booked per month. Hours will be booked prospectively at the start of the month and summarised at the end of each week. Any additional hours will be invoiced accordingly and hours left over will be carried over to the next working period. The hours contracted will be used as a retainer fee and you will be informed by your QPA once your contracted hours have been exhausted. If needed, you can top up your hours mid contract. 

 

5.1 In addition to the Fees, we can recover from you a) reasonable incidental expenses including, but not limited to, travelling expenses, hotel costs, subsistence and any associated expenses, b) the cost of services provided by third parties and required by us for the performance of the Services, and c) the cost of any materials required for the provision of the Services. 

 

5.2 You must pay us for any additional services provided by us that are not specified in the quotation in accordance with our then current, applicable hourly rate in effect at the time of performance or such other rate as may be agreed between us. The provisions of clause 14 also apply to these additional services. 

 

5.3 The Fees are inclusive of any applicable VAT and other taxes or levies which are imposed or charged by any competent authority. 

 

5.4 Overdue invoices for more than 30 days may be passed to our third party debt collection agencies for recovery of fees which may incur additional costs.

6. Cancellation and amendment

6.1 We can withdraw, cancel or amend a quotation if it has not been accepted by you, or if the Services have not started, within a period of 7 days from the date of the quotation, (unless the quotation has been withdrawn). 

 

6.2 Either we or you can cancel an order for any reason prior to your acceptance (or rejection) of the quotation. 

 

6.3 If you want to amend any details of the Services, you must tell us in writing as soon as possible. We will use reasonable endeavours to make any required changes and additional costs will be included in the Fees and invoiced to you. 

 

6.4 If, due to circumstances beyond our control, including those set out in the clause below (Circumstances beyond a party's control), we have to make any change in the Services or how they are provided, we will notify you immediately. We will use reasonable endeavours to keep any such changes to a minimum.  

 

6.5 If you decide to no longer continue with our services we require 1 month's notice.

7. Payment

7.1 We will invoice you for payment of the Fees either: a. when we have completed the Services; or b. on the invoice dates set out in the quotation. 

 

7.2 You must pay the Fees due within 7 days of the date of our invoice or otherwise in accordance with any credit terms agreed between us. 

 

7.3 Time for payment shall be of the essence of the Contract. 

 

7.4 Without limiting any other right or remedy we have for statutory interest, if you do not pay within the period set out above, we will charge you interest at the rate of 10% per annum above the base lending rate of the Bank of England from time to time on the amount outstanding until payment is received in full. 

 

7.5 All payments due under these Terms and Conditions must be made in full without any deduction or withholding except as required by law and neither of us can assert any credit, setoff or counterclaim against the other in order to justify withholding payment of any such amount in whole or in part. 

 

7.6 If you do not pay within the period set out above, we can suspend any further provision of the Services and cancel any future services which have been ordered by, or otherwise arranged with, you. 

 

7.7 Receipts for payment will be issued by us only at your request. 

 

7.8 All payments must be made in British Pounds unless otherwise agreed in writing between us.

8. Subcontracting and assignment

8.1 We can at any time assign, transfer, charge, subcontract or deal in any other manner with all or any of our rights under these Terms and Conditions and can subcontract or delegate in any manner any or all of our obligations to other staff members, strictly and only with the QPA Virtual Assistants organisation. 

 

8.2 You must not, without our prior written consent, assign, transfer, charge, subcontract or deal in any other manner with all or any of your rights or obligations under these Terms and Conditions.

9. Termination

9.1 We can terminate the provision of the Services immediately if you: 

  1. commit a material breach of your obligations under these Terms and Conditions; or 

  2. fail to make pay any amount due under the Contract on the due date for payment; 

  3. are or become or, in our reasonable opinion, are about to become, the subject of a bankruptcy order or take advantage of any other statutory provision for the relief of insolvent debtor; or

  4. enter into a voluntary arrangement under Part 1 of the Insolvency Act 1986, or any other scheme or arrangement is made with its creditors; or 

  5. convene any meeting of your creditors, enter into voluntary or compulsory liquidation, have a receiver, manager, administrator or administrative receiver appointed in respect of your assets or undertakings or any part of them, any documents are filed with the court for the appointment of an administrator in respect of you, notice of intention to appoint an administrator is given by you or any of your directors or by a qualifying floating charge holder (as defined in para. 14 of Schedule B1 of the Insolvency Act 1986), a resolution is passed, or petition presented to any court for your winding up or for the granting of an administration order in respect of you, or any proceedings are commenced relating to your insolvency or possible insolvency.

10. Intellectual property

10.1 We surrender to the Client, the right to all copyright and any other intellectual property rights which may subsist in any goods supplied in connection with the provision of the Services. 

11. Liability and indemnity

11.1 Our liability under these Terms and Conditions, and in breach of statutory duty, and in tort or misrepresentation or otherwise, shall be limited as set out in this section.

 

11.2 The total amount of our liability is limited to the total amount of Fees payable by you under the Contract.

 

11.3 In the event that any damages are incurred by your company as a result of the actions or negligence of my company, it is hereby acknowledged that such damages shall be covered and compensated for under the terms of our professional liability insurance policy.

 

11.4 We are not liable (whether caused by our employees, agents or otherwise) in connection with our provision of the Services or the performance of any of our other obligations under these Terms and Conditions or the quotation for:

  1. any indirect, special or consequential loss, damage, costs, or expenses or. 

  2. any loss of profits; loss of anticipated profits; loss of business; loss of data; loss of reputation or goodwill; business interruption; or other third-party claims; or

  3. any failure to perform any of our obligations if such delay or failure is due to any cause beyond our reasonable control; or 

  4. any losses caused directly or indirectly by any failure or your breach in relation to your obligations; 

  5. any losses arising directly or indirectly from the choice of Services and how they will meet your requirements or your use of the Services or any goods supplied in connection with the Services.
     

11.5 You must indemnify us against all damages, costs, claims and expenses suffered by us arising from any loss or damage to any equipment (including that belonging to third parties) caused by you or your agents or employees. 

 

11.6 Nothing in these Terms and Conditions shall limit or exclude our liability for death or personal injury caused by our negligence, or for any fraudulent misrepresentation, or for any other matters for which it would be unlawful to exclude or limit liability.

12. Data Protection

12.1 When supplying the Services to the Customer, the Service Provider may gain access to and/or acquire the ability to transfer, store or process personal data of employees of the Customer.

 

12.2 The parties agree that where such processing of personal data takes place, the Customer shall be the 'data controller' and the Service Provider shall be the 'data processor' as defined in the General Data Protection Regulation (GDPR) as may be amended, extended and/or reenacted from time to time. 

 

12.3 For the avoidance of doubt, 'Personal Data', 'Processing', 'Data Controller', 'Data Processor' and 'Data Subject' shall have the same meaning as in the GDPR.

 

12.4 The Service Provider shall only Process Personal Data to the extent reasonably required to enable it to supply the Services as mentioned in these terms and conditions or as requested by and agreed with the Customer, shall not retain any Personal Data longer than necessary for the Processing and refrain from Processing any Personal Data for its own or for any third party's purposes.

 

12.5 The Service Provider shall not disclose Personal Data to any third parties other than employees, directors, agents, sub-contractors or advisors on a strict 'need-to-know' basis and only under the same (or more extensive) conditions as set out in these terms and conditions or to the extent required by applicable legislation and/or regulations.

 

12.6 The Service Provider shall implement and maintain technical and organizational security measures as are required to protect Personal Data Processed by the Service Provider on behalf of the Customer.

 

12.7 Further information about the Service Provider's approach to data protection are specified in its Data Protection Policy, which can be found on our website. For any enquiries or complaints regarding data privacy, you can email: info@qpas.co.uk

 

We take full responsibility for safely and securely accessing and managing your email and or social media accounts once given access. We cannot advise on the protocol of sharing passwords as this can be provided by the company for example ‘google’ or ‘Hotmail’. You are free to familiarise yourself with this information before sharing any passwords with us. We ask that you send your log in information through WHATSAPP as it is an encrypted platform that protects your information and is deleted once we have received.

13. Circumstances beyond a party's control

13.1 Neither of us is liable for any failure or delay in performing our obligations where such failure or delay results from any because that is beyond the reasonable control of that party. Such causes include, but are not limited to industrial action, civil unrest, fire, flood, storms, earthquakes, acts of terrorism, acts of war, governmental action or any other event that is beyond the control of the party in question. If the delay continues for a period of 90 days, either of us may terminate or cancel the Services to be carried out under these Terms and Conditions.

14. Communications

14.1 All notices under these Terms and Conditions must be in writing and signed by, or on behalf of, the party giving notice (or a duly authorized officer of that party).

 

14.2 Notices shall be deemed to have been duly given: 

  1. when delivered, if delivered by courier or other messenger (including registered mail) during the normal business hours of the recipient.

  2. when sent, if transmitted by fax or email and a successful transmission report or return receipt is generated.

  3. on the fifth business day following mailing, if mailed by national ordinary mail; or 

  4. on the tenth business day following mailing, if mailed by airmail.

 

14.3 All notices under these Terms and Conditions must be addressed to the most recent address, email address or fax number notified to the other party.

15. No waiver

15.1 No delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy nor stop further exercise of any other right, or remedy.

16. Severance

16.1 If one or more of these Terms and Conditions is found to be unlawful, invalid or otherwise unenforceable, that / those provision(s) will be deemed severed from the remainder of these Terms and Conditions (which will remain valid and enforceable). Law and jurisdiction.

 

16.2 This Agreement shall be governed by and interpreted according to the law of England and Wales and all disputes arising under the Agreement (including non-contractual disputes or claims) shall be subject to the exclusive jurisdiction of the English and Welsh courts.

Contact Information:

Phone: 0333 345 5486

Email: info@qpas.co.uk

Website: www.qpas.co.uk

Governing Law and Jurisdiction: These terms of business shall be governed by and construed in accordance with the laws of the United Kingdom, and any disputes arising under these terms shall be subject to the exclusive jurisdiction of the courts of the United Kingdom.

 

Date of Last Update: August 21, 2024

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